Outrigger Yacht Club
Officers, Bylaws, and Policies
Charter Membership Policy Racing Policy Social and Cruising Policy
OYC Board Members
Nancy Treadgold Commodore
John Scharer Vice Commodore
Matt Gregory Rear Commodore
Michael Morgan Past Commodore
Neil Treadgold At-Large Member
Brandon Avina At-Large Member
Matt Gregory Membership
Bob Nolen Treasurer
OUTRIGGER HARBOR SAILING ASSOCIATION CHARTER
On September 7, 1974, a group of sailors gathered at Outrigger Harbor with the intention of furthering the sailing activities on Lake Norman.
Hence, the Outrigger Harbor Sailing Association was founded to fulfill the following objectives:
1. To promote the opportunity to become familiar with the various elements of seamanship.
2. To further the competition and sportsmanship of racing.
3. To strengthen the common bond between sailors through social activities. 4. To provide non-competitive sailing activities through cruising.
5. To become aware of the needs of others through community responsibility.
Therefore, we, the undersigned, agreed to these objectives and acknowledged this with our signatures. CHARTER MEMBERS
Note: On December 1, 1990, the Board of Trustees and Membership of O.H.S.A. voted unanimously to amend the Charter to change the name of the organization to Outrigger Yacht Club.
OUTRIGGER YACHT CLUB BYLAWS
CHAPTER I CLUB OFFICERS
1. The Officers of the Club will consist of a Commodore, Vice-Commodore, and Rear Commodore.
2. The Flag Officers of the Club will be the Commodore, Vice-Commodore, and Rear Commodore, who must be Class “A” members at the time of their election.
CHAPTER II FLEET OFFICERS
1. The Commodore may appoint Fleet Captains.
CHAPTER III CLUB DEVICE AND SEAL
1. The Club Device will be the distinguishing mark for all publications and property of the Club. The Club Device and Club Seal will be as follows.
Club Device Club Seal
CHAPTER IV CLUB BURGEE AND NIGHT SIGNAL
1. The Club Burgee will be a flag, the hoist to be two-thirds of the length. The Burgee will contain the Club Device in red with a blue border as follows:
2. The Club night signal will be a light burning at a designated location.
CHAPTER V OFFICER FLAGS
1. Commodore: The Commodore’s flag will be rectangular in shape, the hoist to be two-thirds of the length, the device to be a fouled anchor surrounded by five-pointed stars in white, all on a field of blue as follows.
2. Vice-Commodore: The Vice-Commodore’s flag will be the same as that of the Commodore, substituting a red for the blue field as follows.
3. Rear Commodore: The Rear Commodore’s flag will be the same as that of the Commodore, substituting a white for the blue field, with the device in red as follows.
4. Fleet Captain: The Fleet Captains’ Flags will be the same as the Rear Commodore, less the stars and with the device, in blue, as follows.
5. Past Commodore: The Past Commodore’s flag will be the same as that of the Commodore, the device to be three vertical stars and a fouled anchor as follows.
6. Race Committee: The Race Committee’s official boat will fly a flag with a blue field and a fouled anchor in red and the letters “R.C.” in white as follows.
CHAPTER VI SIGNALS
1. Each boat owner may have a private signal.
CHAPTER VII DUTIES OF CLUB OFFICERS
1. It will be the duty of the Commodore to preside at meetings, enforce the laws and regulations of the Club, and act as Chairman of the Board of Trustees. It will be the duty of the Commodore to have charge of the funds of the Club and the collection and disbursement of all money. He/she will present at the Annual Meeting a detailed account showing the financial condition of the Club.
2. It will be the duty of the Vice Commodore to assist the Commodore in the discharge of his or her duties and to officiate in the Commodore’s absence. The Vice Commodore will be responsible for the Racing, Seamanship, Junior Activities, Property, and Nominating Committees.
3. It will be the duty of the Rear Commodore to assist the Commodore and the Vice Commodore in the discharge of their duties, and to officiate in their absence. The Rear Commodore will be responsible for the Law, Membership, and Social/Cruising Committees.
4. The Officers will determine amongst themselves which will conduct the correspondence of the Club, issue notices of membership meetings, act as the Club Historian, keep minutes of all meetings and have custody of all reports and documents with the proceedings of the Club, and keep a correct roll of all members and their spouses/significant others.
CHAPTER VIII SIGNAL OFFICER
1. A Signal Officer may be appointed by the Commodore and will have charge of making and returning colors and making and returning salutes and signals from a designated flagstaff.
CHAPTER IX TRUSTEES
1. There will be a Board of Trustees consisting of the current year’s Club Officers, the immediate Past Commodore, and one (1) member at large, serving a one (1) year term.
CHAPTER X DUTIES AND POWERS OF TRUSTEES
1. Subject in all respects to special attention by the Club, the Trustees will have entire authority in the management of the affairs and the finances of the Club and will have general control of its property.
2. The Board of Trustees may levy an assessment on all classes of members.
3. All appropriations of the funds of the Club will be approved by the Board of Trustees.
4. They will have the power to appoint such committees from time to time be deemed necessary and will prescribe the duties of such committees.
5. They will have general authority over all standing committees and will appoint the members and chairpersons thereof.
6. They will make appropriations of funds for use by the standing committees.
7. The Board of Trustees may, by a majority vote of the members present, whenever they deem it to be in the best interest of the Club, not readmit to membership any former member of the Club.
8. They will hold as many meetings as needed to conduct Club business in a timely manner and five (5) will constitute a quorum.
9. The Commodore, or in the case of his or her absence or inability to act, the Senior Acting Flag Officer, may call a special meeting of the Board of Trustees. Notice of such a meeting will be given to each member of the Board at least five days in advance of said meeting.
10. They will fill vacancies occurring during the year on their Board or among the Club Officers, and any Trustee or Officer so elected to fill a vacancy caused by death, resignation, or removal of a Trustee or Officer, will hold office only for the unexpired term of the Trustee or Officer whose place he or she is elected to fill. 11. The Board of Trustees may by unanimous vote of the unaffected members, remove any member of the Board of Trustees or any Officer who is not performing his specific duties as set forth by the Bylaws. The affected member will be notified, in writing, of the pending action two (2) weeks prior to a special Board Meeting to be convened to consider the matter.
12. The Board of Trustees may, by a majority vote of the members present, reject any application for membership.
CHAPTER XI RACING COMMITTEE (REPORTS TO THE VICE COMMODORE)
1. There will be a Racing Committee to consist of such a number of members as the Trustees may determine. It will have the direction and control of all races under the auspices of the Club.
2. The Racing Committee will notify the owners of the winning boats and will have full charge of all matters pertaining to the procuring and awarding of prizes.
3. It will be the duty of the Racing Committee to measure boats and/or sails as required by the Racing Rules. 4. The Racing Committee will have a financial responsibility to the Vice Commodore and Board of Trustees for all collections and disbursements for each Club racing function.
CHAPTER XII PROPERTYCOMMITTEE (REPORTS TO THE VICE COMMODORE)
1. There may be a Property Committee to consist of such a number of members as the Trustees may determine that will have responsibility for the management of the Club property.
CHAPTER XIII LAW COMMITTEE (REPORTS TO THE REAR COMMODORE)
1. There may be a Law Committee to consist of such a number of members as the Trustees may determine that will act as counsel for the Club
CHAPTER XIV COMMITTEE ON BASIC SEAMANSHIP (REPORTS TO THE VICE COMMODORE)
1. There may be a Committee on Basic Seamanship to consist of such a number of members as the Trustees may determine.
CHAPTER XV MEMBERSHIP COMMITTEE (REPORTS TO THE REAR COMMODORE)
1. There will be a Membership Committee to consist of such a number of members as the Trustees may determine that will consider all applications for membership in the Club. Applications will be forwarded to the Trustees with the Membership Committee’s recommendations.
2. The Rear Commodore will keep a correct list of membership candidates and the disposition of each application.
3. An approved Application for Membership will be presented to the Board of Trustees for final action. The Rear Commodore will notify each prospective member of this election and will make available to each new member club information as deemed appropriate by the Board of Trustees.
CHAPTER XVI SOCIAL/CRUISING COMMITTEE (REPORTS TO THE REAR COMMODORE)
1. There will be a Social/Cruising Committee to consist of such a number of members as the Trustees may determine. It will have the responsibility of organizing and controlling all social activities and Club cruises.
2. The Social/Cruising Committee will have a financial responsibility to the Rear Commodore and the Board of Trustees for all collections and disbursements for each Club's social function.
CHAPTER XVII COMMITTEE ON JUNIOR ACTIVITIES (REPORTS TO THE VICE COMMODORE)
1. There may be a Committee on Junior Activities to consist of such a number of members as the Trustees may determine that will be responsible for the management of the junior activities of the Club.
2. The Junior Activities Committee will have a financial responsibility to the Vice Commodore and the Board of Trustees for all collections and disbursements for each Club's junior function.
CHAPTER XVIII BOARD OF HANDICAPPERS COMMITTEE
1. There may be a Board of Handicappers Committee that will establish ratings as prescribed by the United States Sailing Association (US SAILING) Performance Handicap Racing Fleet (PHRF) Committee.
2. This Board will consist of the Commodore, Vice Commodore, and three (3) at-large members, serving staggered three-year terms, to be appointed by the Commodore.
3. It will be the responsibility of this Board to establish PHRF ratings for all boats at the beginning of each year. The Committee will have the option of reviewing ratings for possible changes at midyear.
4. The Board of Handicappers may receive appeals from the members regarding their ratings only in writing and are limited to action by the above reviews.
CHAPTER XIX STANDING COMMITTEE
1. All Standing Committees will submit estimates of the appropriations required for the current year, and those appropriations will not be exceeded without the consent of the Trustees.
2. They will present a full report, in writing, at the Annual Meeting and will send a brief written report addressed to the Commodore at such times as the Trustees request.
3. They will have the power to add and fill vacancies in their number and to appoint subcommittees, which may be composed wholly or in part of members of the Club.
CHAPTER XX MEETINGS
1. There will be an Annual Meeting of the members of the Club to be held near the end of each fiscal year.
2. Special membership meetings may be called by the Commodore or the Board of Trustees.
3. The fiscal year will run from 1 January through 31 December each year.
CHAPTER XXI ELECTION OF CLUB OFFICERS AND TRUSTEES
1. Club Officers will be elected at each Annual Meeting and will hold office until the adjournment of the next Annual Meeting or until their successors are elected. The office of Commodore is an exception to this.
2. The office of Commodore will be filled by the previous year’s Vice Commodore.
3. If any Officer or Trustee declines further service or is removed from office, the next senior Officer will fill the vacancy, or the Board of Trustees may, by two-thirds (2/3) vote of the members present, appoint a replacement to serve until the adjournment of the next Annual Meeting.
4. A Nominating Committee will serve at the direction of the Board of Trustees to present to the membership a slate of Officers and Trustees to be voted upon. The Nominating Committee will consist of the Vice Commodore, the Rear Commodore, and the at-large Trustee and will begin convening no later than the month of August of each year. 9
5. Any member may make nominations other than those made by the Nominating Committee. Such nominations may be made from the floor at the Annual Meeting but must have prior approval of the person being nominated. 6. Elections will be by voice if to affirm a slate of Officers and Trustees or by ballot, and a majority of votes cast will be necessary for election.
CHAPTER XXII QUORUM
1. At any membership meeting, the members present will constitute a quorum.
CHAPTER XXIII VOTING
1. Members in good standing of Class “A” and their spouses/significant others will be entitled to vote in person at all regular and special meetings of the members.
2. No membership will be entitled to more than two (2) votes.
CHAPTER XXIV NOTICES
1. Notice of regular and special membership meetings will be sent to every member of the Club at least ten days in advance.
CHAPTER XXV ORDER OF BUSINESS
1. The order of business at the regular meetings after Call to Order will be: First Reading of the Minutes Second Report of the Treasurer Third Report of Club Officers according to Rank Fourth Communications to the Club Fifth Reports of Standing Committees Sixth Reports of Special Committees Seventh Elections Eighth Unfinished Business Ninth New Business Tenth Miscellaneous Business Eleventh Adjournment
CHAPTER XXVI MEMBERS
1. Membership in the Club will be divided into the following classes: A. Members Class “A”, Full Membership - A Full Membership may be held by a person a minimum of 18 years old who is willing to participate actively in the objectives of the Club. The Full Member and spouse/significant other are each entitled to all privileges of the Club, including holding elective office and voting. They may hold membership in other yacht clubs as long as there is no conflict of interest in the handling of Club matters as determined from time to time by the Board of Trustees. B. Members Class “B,” Associate Membership - An Associate Membership may be held by a person a minimum of 18 years old who is willing to participate actively in the objectives of the Club. The Associate Member and spouse/significant other are entitled to all the privileges of the Club, except that they may not enter a boat in Club racing events, hold elective office, serve as committee chair, or vote. At any regular meeting of the Board of Trustees, a Class “B” Member in good standing who has demonstrated extraordinary commitment and dedication to the goals of the Club may, by unanimous vote of the members present, be reclassified to a Class “A” member. C. Members Class “C”, Honorary Membership - An Honorary Member will be any person considered worthy of the honor by unanimous vote of the members present at any regular meeting of the Board of Trustees. He or she will be entitled to all privileges of the Club except holding an elective office and voting. D. Members Class “D”, Junior Membership - A Junior Member will be an individual age 12 to 21 who is the child by birth, adoption, or step parentage of a Class “A” or Class “B” Member or the member’s a spouse/significant other and is a full-time student. A Junior Member may not hold elective office or vote.
2. The Board of Trustees may establish membership Class ceilings at any level that they deem necessary for the proper and efficient operation of the Club.
CHAPTER XXVII APPLICATION TO MEMBERSHIP
1. Proposals for all classes of membership (except Honorary Membership) will be submitted in writing on the Club’s standard application form and will be accompanied by payment of appropriate fees, which are refundable if the proposed member is not accepted.
CHAPTER XXVIII ANNUAL DUES
1. Annual dues of all classes of members will be set by a unanimous vote of the members present at any regular meeting of the Board of Trustees. The amount may be changed from time to time to meet the current needs of the Club. These dues are due and payable on January 1 of each year or at appropriate intervals as determined by the Board of Trustees.
CHAPTER XXIX INDEBTEDNESS
1. If a member’s annual dues are not paid by February 1, he or she relinquishes the right to attend Club functions and will be dropped from the membership roster for that year. He or she may subsequently apply for reinstatement after payment of all applicable assessments.
2. A Club Officer or Trustee whose current annual dues are unpaid or who is otherwise indebted to the Club may not serve in his or her elected capacity until such time as all debts are paid.
CHAPTER XXX DISCIPLINE
1. Upon written complaint of one or more members, the Trustees will investigate the circumstances connected with the alleged misconduct of any member. Notice of such complaint, together with a statement of the charges to be preferred against the member complained of, will be sent to him or her at least one week prior to the meeting at which such complaint will be considered by the Board of Trustees, and an opportunity to be heard will be given to him or her at such meeting. A member may be suspended or expelled for conduct injurious to the character or welfare of the Club by a vote of the Board of Trustees at the regular meeting at which such complaint will be considered, except that no member will be expelled or suspended unless five (5) members of the Board vote in favor of such suspension or expulsion.
CHAPTER XXXI RESIGNATIONS
1. Resignations of the Officers of the Club and Trustees must be in writing and delivered to the Commodore. 12
2. The resignation of an Officer or Trustee against whom charges are pending, whose current annual dues are unpaid, or who is otherwise indebted to the Club will not be effectual unless accepted by the Board of Trustees.
3. An Officer’s or Trustee’s letter of resignation, properly presented to the commodore, may be accepted at any regular or special meeting of the Board of Trustees.
CHAPTER XXXII CLUB PRIVILEGES
1. The Flag Officers may extend the privileges of the Club to distinguished visitors and may renew such invitations at their discretion.
2. Three or more Trustees, when in agreement, may grant the privileges of the Club to experts in nautical matters.
3. Members are encouraged to invite guests to Club functions on a one-visit basis. Guests who wish to attend frequently should be encouraged to join the membership.
CHAPTER XXXIII REGISTRATION OF BOATS
1. Every Member buying or selling a boat, altering the hull or rig of his or her boat, or changing his or her signal will notify the Racing Committee and the Board of Handicappers immediately.
CHAPTER XXXIV MEASURING
1. The Racing Committee may charge a fee for their services and expenses. The fee for measuring a yacht will be paid by the owner directly to the Vice-Commodore and proceeds are credited to the Racing Committee.
CHAPTER XXXV SUSPENSION OF BYLAWS
1. Any of these Bylaws may be temporarily suspended at any regular meeting of the Class “A” membership by a unanimous vote of the members present.
CHAPTER XXXVI AMENDMENTS
1. These Bylaws may be amended at any regular meeting of the Class “A” membership by a vote of two-thirds (2/3) of the members present, provided notice of the proposed amendment has been given in the notice of the meeting.
2. These Bylaws supersede any and all versions past and present and may only be amended as outlined herein. Adopted by the Membership at the Annual Meeting on November 19, 2011.
Keith Alm Bill Calhoun Ron Mackey Ben H. Baggott, Jr. Ceasar Cone Phil W. Mullins Jack M. Baumgarten Robert B. McClure Rex Gleason Samuel Phillis Lee R. Bost, III J.G. Hetherington Forrest E. Brinson Donald M. Hoffman Jon Burt
George R. Wells Robert Brolin E.R. Harvin Fritz K. Witts Richard Bukowski Ron Hatley Charles H. Wood Bill Harlan Edward C. Bussard A.B. Johnson Eddie & Cam Goldman Earnie & Della Bordeaux E.P. & Miriam Palmer
PURPOSE: This policy provides guidance concerning Club membership requirements and defines the duties and responsibilities of the Membership Chairperson. The Rear Commodore, via the Membership Committee, is responsible for ensuring that all requests for Club information and applications for membership are processed in accordance with this policy.
BYLAWS: All provisions in the By-Laws that pertain to Membership are to be followed.
REQUESTS FOR INFORMATION: Non-members who request information regarding the club will be sent a letter/email of introduction to include a list of the various activities sponsored by the club, the privileges, and obligations of membership, and information on the various classes of membership available, and respective annual assessments. The Club’s standard membership application form is to be included along with this letter/email.
APPLICATIONS FOR MEMBERSHIP: Applications for membership will be submitted to the Membership Committee in writing on the standard application form. Applications must be complete and must include payment of all appropriate fees. Completed applications with the Membership Committee’s recommendations will be forwarded to the Board of Trustees for final action. In the event that the Trustees reject a completed application for membership, all fees will be refunded to the applicant.
ASSESSMENTS: Membership classes are defined in the OYC Charter and Bylaws.
Class “A” (Full) Members will be assessed annual dues of $160, which is due and payable on January 1 for that calendar year. Each year that Class “A” (Full) members are recorded as volunteering to support a club activity $40 will be credited to the following (next) year's dues reducing them. New Class “A” (Full) members will be assessed based on the schedule below:
Jan 1 to July 31 - $160 for the current year
Aug 1 to Oct 31 - $80 for the remainder of the current year
Nov 1 – Dec 31 - $160 includes an upcoming year with full benefits class
“B” (Associate) Members will be assessed Annual Dues of $40.00 per year which is due and payable on January 1 for that calendar year. New Class “B“ Members (Associate) who join after October 1 will enjoy membership privileges through the following year.
As outlined in the By-Laws, in circumstances determined individually as warranted by the Board, members may be allowed to make installment payments on their Membership Dues.
Class “C” (Honorary) and “D” (Junior) Members will not be assessed.
Members who secure three (3) new Class “A” memberships during the calendar year will receive a free annual membership renewal.
The Board of Trustees may, by unanimous vote, waive assessments for certain Class “A” members if it is deemed to be in the best interest of the Club.
RENEWALS: The Membership Chairperson will be responsible for sending annual renewal forms to the membership no later than the end of each November. Subsequent reminders may be sent to those not paid up to the end of the fiscal year. If a member fails to pay the appropriate assessment by February 1, he or she will be dropped from the membership roster for that year. A former member may be reinstated to active membership, after payment of appropriate fees plus a Membership Reactivation fee of $10.00. Former members renewing will not be allowed the pro-rated discounts enjoyed by New Class “A” members as described above unless their memberships have been inactive for over 12 full months in which case, they will be considered New Members in all respects.
MEMBERSHIP DATA: It will be the responsibility of the Membership Chairperson to maintain an accurate and up-to-date Membership Information Database to include names, addresses, phone numbers, email addresses, boat information (type, length, where moored, sail #, PHRF info, etc.), class of membership, contact means preference, birthdays, occupation and other information deemed necessary by the Board of Trustees. He or she will make this information available to the Board as requested and will provide a current and correct roll of all members and their spouses/significant others to the Secretary. The Membership chair shall also be responsible for publishing and distributing the Membership Roster twice per year, once at the beginning of February and again at the beginning of August.
MARKETING: It will be the responsibility of the Membership Chairperson to encourage the general membership to enlist sailors into joining the Club and to direct periodic membership drives.
COMMUNICATIONS: The Membership Chairperson will maintain a record of all communications and provide copies to the Commodore.
Revised by the Board of Trustees on Feb 15, 2019
Summary of most recent changes: Changed assessment amounts, and added credit for volunteering. Removed detail re“Membership Package”; Added that an email is appropriate for sending info to prospective members; Deleted detail re giving a free membership at the Annual Meeting; Revised timing of renewal notices from Oct to Nov; Deleted requirement that Board must vote to approve former members renewal with late fee; Removed detail re needing to contact all honorary members to notify them of their membership status; Revised to note that the Membership Chair will provide copies of all correspondence to the Commodore rather than the Secretary (a position abolished)
PURPOSE: This policy provides guidance for the conduct of the Club Racing Program. The Vice
Commodore, through the Racing Committee, is responsible for ensuring that all Club racing activities
are conducted in accordance with this policy.
RACING COMMITTEE: The Racing Committee will consist of a minimum of three (3) Class “A” members
and include any members appointed by the Commodore to the post of Fleet Captain. A roster of the
Racing Committee will be presented to the Board of Trustees at their January meeting. In addition
to the responsibilities outlined in the Bylaws, the Racing Committee will prepare a tentative
calendar of racing events for the ensuing year, which will be posted on the Club website prior to
the Annual Meeting of the Membership. The Racing Committee Chairperson, in coordination with the Social/Cruising Committee Chairperson, will submit the final Club calendar of events for the
current year to the Board of Trustees at their January meeting for approval. Once approved, the
calendar will be submitted to the Lake Norman Keelboat Council (LNKC) and to the South Atlantic
Yacht Racing Association (SAYRA).
DELEGATES TO THE LNKC: The Vice Commodore and two (2) additional Class “A” members that he/she
shall appoint will serve as delegates to the LNKC. He/She will inform the Commodore and the
Chairperson of the LNKC of these appointments in writing by January 15.
RACING RULES: All racing events sponsored by the Club will be conducted in accordance with The
Racing Rules of Sailing as published by the United States Sailing Association and the Prescriptions
of that organization (the Rules), the Lakewide Sailing Instructions as published by the LNKC, and
the Notice of Race and Sailing Instructions for each event. The foremost tenant of the Rules is
sportsmanship. All participants are expected to conduct themselves accordingly, and skippers are
responsible for the conduct of their crew members during racing events.
HANDICAP RACING: With the exception of one design classes, all Club events will be conducted using
the Performance Handicap Racing Fleet (PHRF) handicap system. Notwithstanding the provision in the
By-Laws that the Club may establish a Board of Handicappers Committee, the Club recognizes the LNKC
as the organization with primary responsibility for establishing PHRF ratings for keelboats
participating in racing events on Lake Norman.
FLEETS: For events other than those designated either spinnaker or non-spinnaker specific and the
Top Gun Race officials will provide competitors the option to race in either the Spinnaker Fleet
or the Non-spinnaker Fleet. Boats may be grouped into Divisions within the Fleets to promote fair
competition. Race officials may provide competitors in the Non-spinnaker Fleet the option to race
in a Cruiser Division. If race officials offer such an option, a boat, after having met all entry
requirements, will be entered in a Cruiser Division solely at the discretion of the race officials.
ENTERING AN EVENT: A person entering a boat in a racing event under the auspices of OYC membership
must be a Class “A” Full Member, Class “C” Honorary Member, or the spouse/significant other, as
designated in the Club roster, of a Class “A” member, and must be in good standing. A Class “D”
Junior members in good standing may enter a boat in Club-sponsored junior racing events.
RACE COMMITTEE DUTIES: From time to time, members may be asked to perform Race Committee duties.
Although Club members are not obligated to do so, they are encouraged to support the racing program
in this manner when able.
CLUB SPONSERED EVENTS: OYC sponsors racing events for Club members only, Lakewide events in which
only members in good standing of OYC, LNYC, or PYC may participate, and Open events in which
sailors, regardless of club affiliation, may participate as specified in the Notice of Race. The
Notice of Race and Sailing Instructions for an event in which only Club members may participate, including a Lakewide event, must specify that a boat shall have on board a person who is eligible to
enter a boat in that event. For Open events, a person who is not a member of an ISAF member
national authority (US Sailing) or an organization affiliated with an ISAF member national authority
may obtain a free membership to Scuttlebutt Yacht Club online to satisfy this requirement but must do so in time to
have proof of membership before the event. This detail must be included in all Notices of Race for
Events to be sponsored by the Club on an annual basis are as follows:
Top Gun Race (Single-Hand) Lakewide
Wednesday Night Series Lakewide
150 Bridge Race Lakewide
Commodore Cup Regatta OYC
In addition to the events listed above, the Club may sponsor other regattas and racing series
during the year. Note: The Icicle Series is an LNKC-sponsored Lakewide event hosted on an annual
rotating basis by Outrigger Yacht Club, Peninsula Yacht Club, and Lake Norman Yacht Club.
NOTICES OF RACE: Notices of Race templates for all events (2017 Schedule) have been approved by
the Racing Committee as of the 2017 schedule. Any changes of substance to the NOR/SI templates
must be approved by the Racing Committee. The Event Chairperson will update contact, date, etc.
information for his/her event, then post the NOR/SIs to the OYC schedule with an announcement
emailed to all LNKC PHRF-certificate holders, or to OYC Membership only for OYC-only events, at
least 6 weeks before the event. At least one subsequent reminder must be sent within two weeks of
the event, but no later than 5 days prior.
Approved by the Board of Trustees on 7-24-17
Summary of most recent changes: – Allow for single event ratings as per the revised LSI for
2017-2020 / 6 Week notice/posting of event information vs. 5 / Added detail about the NOR templates
and Racing Committee approval of any
OUTRIGGER YACHT CLUB SOCIAL/CRUISING POLICY
PURPOSE: This policy provides guidance concerning Club social activities. The Rear Commodore, via the Social Committee, is responsible for ensuring that adequate social and cruising activities are made available to the membership.
BYLAWS: All provisions in the By-Laws that pertain to social and cruising activities are to be followed.
The Bylaws state, “…the Outrigger Harbor Sailing Association was founded to fulfill the following objectives: …
3. To strengthen the common bond between sailors through social activities.
4. To provide non-competitive sailing activities through cruising. …”
ANNUAL EVENTS: The following events are tradition and should be held on an annual basis: The Chili Cook-off The Frogmore Stew The Oyster Roast- Typically held in late January. (a low country boil) - Held in conjunction with the Annual Meeting
REGATTAS AND SERIES: The Social Committee will be responsible for providing food, drink, and entertainment as necessary for various regattas and series staged by OYC and by the LNKC when OYC hosts such events. If a social event is being held in conjunction with a racing event, the fees of the racing event should help to support the social event to the extent possible.
OTHER EVENTS: There should be every attempt to provide additional events for the membership, which may include, but are not limited to, raft-ups, cruises, overnights, BBQ’s, “fun races” such as couples races, etc.
THE SOCIAL COMMITTEE & CLUB PROPERTY: The Rear Commodore, via the Social Committee, will be responsible for maintaining the Club Property used for staging parties, dinners, etc.
Approved by the OYC Board of Trustees on 7-7-16
Most recent revisions: Removed requirement of one cruising and one raft-up opportunity per year and date for Frogmore.
PURPOSE: This policy provides guidance concerning various aspects of the Outrigger Yacht Club (hereinafter referred to as “Club”) administration.
MEETINGS OF THE BOARD OF TRUSTEES: It is suggested that the members of the Board of Trustees will meet no less often than once per quarter, with the first meeting to be held during the month of January. At least 10 days prior to any meeting, the Commodore will add the date, time, and place of the meeting to the schedule, send an announcement to the Membership and prepare and distribute it to the members of the Board, Fleet Captains, and Committee Chairpersons an agenda, along with any documents to be considered.
STANDING COMMITTEE BUDGETS: Review and approval of Standing Committee budgets will occur during the January regular meeting of the Board of Trustees. Budgets to include: - - - Social Committee Budget – Funding for Social events for the coming year. Administrative Budget – Insurance costs, US Sailing and SAYRA memberships, etc. An Emergency Fund was provided to the Racing Committee for boat repairs and maintenance, the remainder of which will be placed in the Reserve Fund at the end of the year. RESERVE FUND: Monies above and beyond those budgeted will be held in a Reserve Fund which may not be accessed without a vote of the Board of Trustees.
EXPENSE REIMBURSEMENTS: Club members who request reimbursement for Club-related expenses must submit a signed and dated itemized list of the expenses showing the purpose, date, and amount of each expense and must attach any available receipts. An Expense Reimbursement Form will be made is available on the website. Members requesting reimbursement for any single expense that exceeds $25.00 must provide a receipt or invoice for that expense.
TREASURER’S REPORT: An outline of the annual Treasurer’s Report is attached.
AUDITING COMMITTEE: The Auditing Committee will consist of at least three (3) members of the Board of Trustees and should complete its duties before the end of the month in which the Club’s federal tax filing is due. It will file a statement of certification (sample attached) as an addendum to that meeting’s Treasurer’s Report. The committee will confirm the bank balances as shown in the Treasurer’s Report through a review of the Treasurer’s reconciliation of the year-end bank statement balances. They will select several expense items at random, with particular attention to any expenses that appear to be unusual or excessive, and review the corresponding itemized listings and invoices or receipts for each to ensure the legitimacy of these expenses. The Treasurer will, in conjunction with the Membership Committee Chairperson, provide an accounting of membership dues, late fees, and initiation fees received to date for the year. The Auditing Committee will compare these to the membership dues, late fees, and initiation fees deposited.
MEMBER’S ACCESS TO CLUB INFORMATION: Each member in good standing is a Principal of the Club and as such is entitled to view any Club information that he or she should so desire by making proper request of the appropriate Officer or Committee Chairperson. No Club financial information or Membership Data is to be posted to any public forum, including the Club website unless in a section that is password-protected.
DISSEMINATION OF CLUB INFORMATION: Each member is polled as to their preference whether to receive Club information via email or regular US Mail. Club address lists and rosters are not to be used for any commercial purpose.
NEWSLETTER: The Commodore will appoint a Newsletter Editor to publish information of interest to the membership. The newsletter will be sent to all members after each meeting of the Board of Trustees or no less often than once per quarter beginning in January. The newsletter should, at a minimum, contain the minutes of the Board of Trustees meetings (sans detailed financial data) and contain notices and announcements of upcoming events.
NOMINATING COMMITTEE: In addition to the duties of the Nominating Committee as stipulated in the Bylaws, the Committee may also recommend persons to fill other positions of responsibility within the Club including those of the Fleet Captains, committee chairpersons and members, and the Newsletter Editor. However, the actual appointment of persons to fill these positions remains the responsibility of the Commodore or the Board of Trustees as specified in the Bylaws and this Policy. The Nominating Committee will convene no later than August to consider candidates for the coming year.
CLUB RECORDS: The Commodore will be responsible for the compilation of Club Records. The schedule of events, notices of race and sailing instructions, race results, newsletters, meeting minutes, and reports for the current year will be maintained on the Club website at www.outriggeryachtclub.org. All Club records will be maintained in electronic format to the extent practicable and at the end of each year, the records for that year will be compiled, including relevant correspondence and any other information deemed appropriate and allowable by policy into an electronic folder for archiving on the site. The webmaster or person designated to keep the website current, will combine all records pertaining to that year and post the archived records on the site. Club rosters for previous years will be maintained on an electronic storage medium with the current year membership roster added at the end of each year.
OFFICER SHIRTS: The Commodore, Vice-Commodore, and Rear-Commodore will each be provided with a polo-style short-sleeve shirt in Navy Blue with the OYC Seal in white on the left chest to wear when representing the Club at various events. For consistency’s sake, order from Rick Miller at Mountain Island Promotions (www.mtnislandpromo.com) / 704-780-4595 / email@example.com . Refer to Invoice #0011129, 3/23/15 (these shirts were by Port Authority).
RETIRING COMMODORE JACKET: Each retiring Commodore will receive one black Land’s End Business Outfitters black Squall Jacket (Item #000470DE1) with logo #0024948W stitched onto the right chest. Phone 1-800-338-200o to order. The account is under Outrigger Yacht Club, customer #3414435.
POLICY REVISIONS: Club policies may be revised by a majority vote of the Board of Trustees at any meeting.
Form of the Treasurer’s Report
Approved by the Board of Trustees on July 7, 2016
Summary of most recent changes: Added para “RETIRING COMMODORE JACKET:”. Detail re-adding Board meetings to the schedule and alerting the membership to them. Notice as to when the Nominating Committee must convene.
OUTRIGGER YACHT CLUB
Lake Norman, North Carolina
To: Outrigger Yacht Club members
Subject: Annual Treasurer’s Report & Statement of Certification
The undersigned, as Treasurer of the Outrigger Yacht Club, hereby submits the following report:
The balance on hand as of December 31, 2___ was $________. From January 1, ____ through December 31, ____ there was received from all sources $________. The expenses during the same period were $_________, leaving a balance on hand of $________. The attached statement of receipts and expenditures will show in detail the sources of receipts and the items to which the expenditures were applied.
We do hereby certify that we have examined the accounts and vouchers of the Treasurer and find them to be correct and that the balance in the accounts as of December 31, ____ is $__________.
THE AUDITING COMMITTEE
OUTRIGGER YACHT CLUB
Lake Norman, North Carolina
Statement of Receipts and Expenditures
Balance on hand, January 1, ____ $ ________
Race/Regatta Entry Fees
Social Event Fees
Interest Income _______
Total Receipts _________
RC Boat Expenses
Social Event Expenses
Miscellaneous Expenses ________
Total Expenditures __________
Balance on Hand, December 31, ____ $ _________